PINAMALAYAN HOSPITAL DATA PRIVACY POLICY

PINAMALAYAN DOCTORS’ HOSPITAL
Policies and Procedure

Policy Number: Revision No.
TITLE: DATA PRIVACY ACT POLICY AND PDH-HPP-09-02-19 00
PROCEDURE EFFECTIVE DATE: Page Number
September 2019 Page 1 of 7
Supersedes: Date
⃝ New
Applies to: Approved by:

PDH PERSONNEL
Eloisa Ng-Mambil, MD, MHA
MEDICAL DIRECTOR
Policy:
Pinamalayan Doctors’ Hospital Inc. Shall implement the policy of data Privacy Act to all
staff/employee not just to protect the workers from any charges but moreover to be
liable for the data and information given and collected from patient for medical
purposes.
Scope:
All staff and employee of Pinamalayan Doctors’ Hospital Inc.
Data Privacy Principles
There are four general principles with respect to the collection and processing of
personal data: transparency, legitimate purpose, proportionality, and data quality.
Entities covered by the Act and the Implementing Rules must adhere to these
principles.
Principle of Transparency
The principle of transparency requires that the purpose for processing a person’s data
should be determined and disclosed before its collection or as soon as practicable.
Also, consent of the data subject on the collection and processing of his data should
first be obtained, subject to exemptions provided by laws and regulations.
In obtaining his consent, the data subject must be informed of the nature, purpose, and
extent of the processing of such personal data, including the risks and safeguards
involved, the identity of the personal information controller, his rights as a data subject
as well as how these can be exercised.
Moreover, information provided to a data subject must always be in clear and plain
language to ensure that they are easy to understand and access.
Supersedes: Date
⃝ New

PDH PERSONNEL
MEDICAL DIRECTOR
Principle of Legitimate Purpose
The principle of legitimate purpose requires that the collection and processing of
information must also be compatible with a declared and specified purpose, which must
not be contrary to law, morals, or public policy.
In other words, personal data should be processed fairly and lawfully.
Principle of Proportionality
The principle of proportionality requires that the processing of personal information must
be relevant to, and must not exceed, the declared purpose.
The personal information may be retained only for as long as necessary for the
fulfillment of the purposes for which the data was obtained or for the establishment,
exercise, or defense of legal claims, or as provided by law. It may also not be retained
in perpetuity in contemplation of a possible future use yet to be determined.
However, personal information collected for historical, statistical, scientific purposes, or
in other cases laid down by law, as well as, personal information kept in a form which
does not permit identification of the individual involved, may be stored for longer
periods.
Data Quality Principle
The data quality principle requires that personal data should be accurate and kept up to
date. It also requires that inaccurate or incomplete data be rectified, supplemented,
destroyed, or restricted.
Supersedes: Date
⃝ New

PDH PERSONNEL
MEDICAL DIRECTOR
II. Data Privacy Rights
The data subject is entitled to the following rights: the right to be informed, the right to
object, the right to access, the right to rectification, erasure or blocking, the right to
damages, and the right to data portability.
Right to be Informed
The data subject has a right to be informed whether personal data pertaining to him
shall be, are being, or have been, processed. The Act and its IRR also require that the
data subject be furnished with certain information before its entry in the system.
Right to Object
The data subject should also be notified and given an opportunity to withhold consent
on the processing of personal information in case of amendments to the information
supplied or declared to the data subject. There are, however, instances enumerated
under the IRR where personal information may still be processed despite the objection
of the data subject.
Right to Access
The data subject also enjoys the right to access specific details with respect to the
processing of his personal information, such as the names and addresses of the
recipients of the personal data, the manner by which such data were processed, and
the designation or identity of the personal information controller.
Supersedes: Date
⃝ New

PDH PERSONNEL
MEDICAL DIRECTOR
Right to Rectification
The data subject likewise has the right, in case of inaccuracy or error in the personal
data, to have the same immediately corrected by the personal information controller,
unless the request is vexatious or otherwise unreasonable.
Right to Erasure or Blocking
The data subject has the right to withdraw, remove, block, or order the destruction of his
or her personal data from the filing system upon discovery and substantial proof of
specified instances enumerated under the IRR.
Right to Damages
The data subject may be indemnified for any damages sustained due to inaccurate,
incomplete, outdated, false, unlawfully obtained or unauthorized use of his personal
data. The determination of damages will take take into account any violation of his rights
and freedoms as a data subject.
Right to Data Portability
The data subject has a right to obtain from the personal information controller a copy of
his personal data in an electronic or structured format that allows further use by the data
subject.
Supersedes: Date
⃝ New

PDH PERSONNEL
MEDICAL DIRECTOR
Guidelines:
1. All staff are entitled to collect data needed for the management of patient.
2. Before consultation patient shall be interview at OPD desk for data gathering and
vital signs taking.
 Complete name
 Age/Gender
 Address
 Birth date
 Mobile number
3. Pertinent data like chief complaint why patient will seek consultation with the
doctor.
4. Also the doctor at the OPD will further ask questions to patient related to
presenting signs and symptoms necessary for further evaluation and proper
management of patient's condition.
5. Pinamalayan Doctors’ Hospital request forms also requires basic information of
patient as required by each department of the hospital.
6. Personal identification of patient is required for verification purposes.
7. For patient that requires hospitalization the ER nurse on duty will provide a copy
of admitting slip that contain basic information of patient for Admission purposes.
 Complete name
 Age/Gender
 Birth date
 Address
 Civil status
 Date and time of admission
 Health insurance
 Service
 Admitting diagnosis
 Admitting Physicians
Nurse on duty
Supersedes: Date
⃝ New

PDH PERSONNEL
MEDICAL DIRECTOR
8. All information given and collected from patient shall be secured and maintain its
privacy and confidentiality.
9. Forms and other papers made that contain patient’s information shall be
disposed properly in accordance with hospital policy and protocol.
10. The medical records section make sure that all the information and the charts of
patients are properly secured and filed.
11. Medical records section provide a logbook for borrowers and other important
logbook for documentations.
12. Nursing department maintain privacy and confidentiality of all the sensitive
information connected to patient.
13. Any medical condition that involve sensitive information are endorsed properly to
all health workers for collaborative management.
14. All patient chart are kept inside the nurse station for safety and privacy.
15. Patient’s KARDEX are secured inside the station and never leave the
papers/documents unattended.
16. The billing department maintain and secure their documents inside the drawers
located inside.
17. Any documents released by the laboratory department are properly logged on
their logbook with claim stub given for every patient to be present before the
release of test result for some instances personal identification card are required
by the department.
18. HR department also maintain the files and documents of all the staff and doctors
affiliated in the institution.
19. All gadgets used for data collection and records keeping are kept inside the room
with secured lock.
20. The Pinamalayan Doctors’ Hospital installed CCTV cameras in different areas of
the hospital for security purposes of the institution.
21. All staff and employee are reminded about the principles and importance of Data
Privacy Act.
22. Also staff/employee are obliged to maintain the privacy and confidentiality of all
the patients.
Supersedes: Date
⃝ New

PDH PERSONNEL
MEDICAL DIRECTOR
Review:
The policy is subject for review every 3 years or earlier or as deemed

necessary by the Head Nurse/ and or Unit Heads and the management.
Prepared by:Fredie Rick Luce,RN
NURSING SUPERVISOR
TITLE: RETENTION AND DISPOSAL POLICY AND PDH-HPP-09-03-19 00
PROCEDURE FOR AMBULANCE DOCUMENTS EFFECTIVE DATE: Page Number
Supersedes: Date
⃝ New

PDH AMBULANCE PERSONNEL
MEDICAL DIRECTOR
PURPOSE:
The main purpose of this policy is to guide PDH ambulance personnel regarding the proper way of
retaining and disposing, documents used and provided in the hospital ambulance.
• provide the minimum periods of retention of clinical records in a format that does not involve having
to read lengthy circulars.
• lists how documents/files should be destroyed when no longer required and how and when to store if
records need to be retained for a longer period of time than that specified within the relevant circular;
The Trust’s Approach to Retention and Disposal of Records The Policy supports the principle that all
records should be managed in a way that allows the information contained within them to be available
to the person who needs them, at the time and place they are needed. The Policy provides the Trust
with the necessary guidance in relation to our legal obligation and practical necessities for retaining and
disposing of Trust records.
Scope:
Ambulance personnel
DEFINITION OF TERMS
Disposal: "Disposal” in this context does not just mean Disposal: it embraces any action taken [or yet to
be taken] to determine the fate of records including transfer
Review: Where it is not yet possible to determine the disposal mode and times of records, they may be
scheduled for “Review” at a later date. This type of review involves bringing forward the records at a
later date at which it is hoped to determine their final disposal.
Retention: “Retention” usually means the length of time for which records are to be kept. Thus it
normally represents and will be expressed as a disposal period.
Guidelines:
1. All the documents/records taken from client are kept on the logbook and other forms used by
the hospital ambulance.
2. The retention of records are maintained for 5 years as the maximum time for the documents to
be kept.
3. Policies and procedures for retention and disposal of record are followed and maintained but
there are instances that there will be some changes for the policies and procedures as deemed
or necessary for better service to our client(s).
4. Before the documents reached the disposal period the ambulance personnel will review the
policies and procedures for disposal of clinical records.
5. Once logbooks for ambulance are filled with data/records the logbook will be kept inside the
records section.
6. Other policies and procedure maybe applied to this policy like e.g. (recycling and reuse) but to
protect the patients/clients from any damage with regards to their basic and important
information’s.
7. Also the hospitals maintain its promise to protect the client’s privacy and confidentiality in
accordance with the policy of Data privacy Act.
8.

PINAMALAYAN HOSPITAL DATA PRIVACY POLICY

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PINAMALAYAN HOSPITAL DATA PRIVACY POLICY

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PINAMALAYAN DOCTORS’ HOSPITAL

Policies and Procedure

Applies to: Approved by:

Data Privacy Principles

Applies to: Approved by:

Principle of Legitimate Purpose

Data Quality Principle

Applies to: Approved by:

II. Data Privacy Rights

Applies to: Approved by:

Right to Erasure or Blocking

Right to Data Portability

Applies to: Approved by:

Applies to: Approved by:

Applies to: Approved by:

The policy is subject for review every 3 years or earlier or as deemed

Prepared by:Fredie Rick Luce,RN

Applies to: Approved by:

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